ICA-R: School Calendar

Classification:

I: Instruction

Code:

ICA-R

The School Act sets the conditions under which standard and local school calendars must be adopted (ICA). School Calendar Regulation 114/02 was enacted to enable schools, families, and members of the broader community to plan activities within a framework that sets out the opening and closing dates of school, the holidays and vacation periods, and the number of days and hours of instruction students are to be provided within the school year.

Local School Calendar Application Process

Application Process

The School Principal must discuss with the Associate Superintendent – Area, the application proposal for a Local School Calendar. The discussion will include a review of the Agreed Upon Principles and an understanding that the school application is within the consideration of “very exceptional circumstances”.

The school will prepare a written application for Board Approval which must be endorsed at the school and community level as per the procedures below and submitted according to the published timeline.

School Application

The school will prepare a written application which will include:

statement of purpose

discussion of any impact of the schedule change to employee groups and students in consultation with District Staff based on consideration of the Agreed Upon Principles (see attached)

rationale for consideration of “very exceptional circumstances”

The school will prepare an outline of the proposed Local School Calendar which will adhere to legislative requirements following the School Act and School Calendar Regulation. The proposed calendar will include a detailed instructional schedule as per Section 5(1) of the School Calendar Regulation. (see Captain Vancouver template attached)

The application will be presented at a formal meeting of school staff.

The application will be presented to parents and endorsed through the following process.

Endorsement of Proposal

The proposal must be supported by the school staff, the administration and a majority of the parents of the school who vote*.

A meeting of parents will be held for the purpose of presenting and discussing the Local School Calendar proposal.

At least 30 days notice of the meeting shall be provided to parents through distribution of notices to students enrolled in the school.

Under the direction of the school principal, the school will accommodate a ballot and voting process. This process will be developed and supervised in consultation with PAC Executive. It must include an agreed upon “Electors List” of parents eligible to vote, and a strict monitoring system for distributing and accounting for returned ballots.

Each child enrolled in the school shall generate one ballot to be returned by the child’s parent/guardian.

Translation services will be provided. Written and verbal translation as required.

*At least 75% of the distributed ballots shall be returned for counting.

At least 67% of the total number of ballots returned by the parents are in favour of the proposed change.

The number of ballots cast and the number voting in support of and against the proposal shall be included in the application to the Associate Superintendents – Area.

Timeline

September – November

Discussions between Principal and Associate Superintendent Area

School Process – school/community consultation and parent voting

December

Applications reviewed by Committee of Associate Superintendents – Area

Supported applications forwarded to District Management Team (DMT) for recommendation to Committee I/Committee III

January

Applications reviewed by Committee I/Committee III and forwarded to Board of Trustees for approval. Thirty days notice will be given to each school community prior to the Public Board Meeting where the local school calendar will be discussed.

February

Applications reviewed by Board of Trustees. Decision of Board of Trustees is final and Local School Calendar effective for forthcoming school.

Once established the Local School Calendar is in effect until such time a request is made to either:

return to a Standard Provincial Calendar; or,

develop a new Local School Calendar.

Any change or revision to an approved Local School Calendar requires completion of the application and endorsement process as per this Policy.

Local School Calendar

Application Process Checklist For School Principals

September

Discuss Local School Calendar option with Associate Superintendent-Area

Review “Agreed Upon Principles”

October

Develop written application according to School Act (Section 78.1) and School Calendar Regulation (Section 5)

Complete School Calendar Template

Discuss application with School Staff at a Staff Meeting

Issue meeting notice to parents (30 days notice required)

November

Meet with parents (provide 30 days notice of meeting)

Develop balloting and voting process

December

Submit Application Package to Committee of Associate Superintendents – Area

Written application

Calendar Template

Staff endorsement

Parent endorsement and ballot results

January

Attend Committee I/ Committee III Meeting

Provide 30 days notice to School Community of Public Board Meeting

February

Attend Board Meeting

March

Communicate School Calendar Information to Parents by 31 May

Local School Calendar

School Application Checklist

An application for Local School Calendar must include the following:

Written statement of purpose and/or reason for school change to a Local School Calendar.

Key points taken from discussions with employee groups, students and district staff with regard to consideration of the Agreed Upon Principle

Rationale to support consideration of “very exceptional circumstances”.